expenses quick guide infographic - university of cambridge
TRANSCRIPT
Claimants Quick Guide to Expenses.
The University willreimburse costs incurredwholly and necessarily
for University business, in compliance with HMRC legislation
and Sponsors' Terms and Conditions
5Key
Principles
Value for money in terms of time, cost and
environment
Business purposes only, employee neither gains nor
loses financially
Only actual and evidenced costs are reclaimed
Avoid costs that an outsider might regard as unnecessary
or excessive
Unavoidable - not possible/practical for
the Universityto pay directly
Transport services such as Uber permitted at
department’s discretion –undertake your own risk
assessment before booking.
‘Unregulated’ accommodation such as Airbnb should be risk assessed and only considered
when no alternative exists.
Do not travel to regions /areas that the Foreign
& Commonwealth Office have advised against
!
Keep original receipts for all expenditure. Maintain
mileage records.
Entertaining? Record the event purpose and details
of all those attending
Before you travel…UK trips: get prior verbal, written or “understood” authorisation
Establish the mode of travel thatprovides best value for money
Identify accommodation (within rates for UK)
Can the University book direct for what you need?
Using your own vehicle? Ensure your motor insurance has a business use clause
Overseas trips require written authorisation and a risk assessment
Register for free University Travel Insurance at time of booking
Excessivealcohol
Penalties or fines
Bicycle Mileage
Private or family
Home to office
Hotel extras
1st Class travel
Public transport
faresFlights or Eurostar
Car mileage
Taxi or hire
vehicleOvernight
stays
Meals away from
work
Travel sustainably: walk, cycle or use public transport where possible
University’s Travel & Expenses policy
Claimants Quick Guide to Expenses.
More at: www.expenses.admin.cam.ac.uk/expense-rates/subsistence-rates
Queries? Contact your local Departmental Administrator in the first instance Finance Training ([email protected]) Updated 7 October 2020
Use our approved forms or systems
Claim out-of-pocket expenses within months
Detail the expense’s…
☑ Nature☑ Purpose & attendees
Attach evidence: Supporting_Evidence.pdf
Specify which Account/Project code(s) to use, if known
Approved claims will then be:1. Forwarded to Dept. Finance Team or central Shared Services2. Paid into your bank account within 10-14 days
3
Forward to appropriate senior person in dept.
£115
Breakfast++
£10
Lunch
£10
Dinner
£24
£34
£145+ London
£179London
per mile*
<10,000
per mile *
>10,000
per passengerper mile *45p
25p
5p
per mile 24p
£149
Declare…
☑ Any advances☑ Claim is true & accurate
Making a claim
Travel Insurance Portal Key Travel: travel management company
Link to Expense system and forms
* Irrespective of engine size
Actual, evidenced, UK-based expenditure per day up to…
Family / friends stay
£25Mileage and subsistence rates
www.expenses.admin.cam.ac.uk